Administrative Associate

Baker Distributing•Phoenix, AZ

11d

About The Position

The Administrative Counter Support Associate supports Southern Ice Equipment, a Baker Distributing Company, by providing administrative, technical, and customer support across foodservice equipment product lines. The role combines counter service with inside-sales administrative functions, with an emphasis on accurate order processing, documentation, inventory coordination, and customer communication. It helps deliver customer service in a structured sales-support environment and maintain smooth operations across commercial ice machines, super-automatic coffee equipment, beverage dispensing systems, water filtration solutions, and related foodservice equipment and service parts.

Requirements

High school diploma or GED; equivalent education or experience may be considered.
Strong customer service and interpersonal communication abilities.
Effective written and verbal communication skills.
Strong analytical and data-interpretation skills.
Creative and effective problem-solving abilities.
Ability to manage multiple tasks in a fast-paced environment.
Ability to work independently and collaboratively.
Ability to understand and communicate in English for safety, training, and documentation purposes.
Proficiency in Microsoft Office and similar productivity tools.
Valid driver’s license only if driving is an essential job function.

Nice To Haves

Experience with HVAC or foodservice equipment, including ice machines, beverage systems, refrigeration, or filtration.
Background in administrative support, sales support, operations, purchasing, or inventory management.
Mechanical or technical aptitude.
Interest in continuous learning and professional development.
Demonstrated initiative in improving processes and service quality.

Responsibilities

Support Southern Ice Equipment’s counter operations and ensure accurate documentation.
Provide stakeholders with product information, pricing details, order status updates, and logistical support.
Process customer orders, returns, quotes, submittals, and warranty documentation accurately and according to company procedures.
Maintain organized records, files, and system entries for sales transactions, inventory, and customer accounts.
Support inventory management through stock verification, restocking, cycle counts, and system quantity updates.
Assist with showroom organization, product labeling, merchandising, and maintaining a clean, orderly workspace.
Research foodservice equipment and parts using internal systems, catalogs, vendor resources, and technical documentation.
Coordinate with vendors on pricing, product availability, order tracking, and delivery timelines.
Provide administrative support to house accounts and collaborate with outside sales teams to support communication and follow-through.
Respond to incoming calls, emails, and walk-in inquiries in a timely and professional manner.
Help resolve customer concerns by documenting issues, coordinating with relevant departments, and ensuring follow-up.
Support shipping and receiving by preparing paperwork, verifying product information, and coordinating logistics.
Use suggestive selling techniques when appropriate, based on product knowledge and customer needs.
Follow company safety protocols, PPE requirements, and operational procedures; report safety concerns and participate in training.
Perform additional administrative or operational duties as assigned.